1. Summary Slide zProperty Management System zDiagram–The Guest Account zGuest Registration Menu zDiagram–Guest Accounting Menu Display zCheck-in Illustration ySteps 1 to 10 zRegistration Card zDiagram Registration Card zPMS Hierarchy zDiagram–PMS Hierarchy zInternet Exercise Figure 8-1

2. Property Management System zWithin the guest ledger, PMSs divide the guest account into two separate menus: yGuest Registration Menu yGuest Accounting Menu zThe registration menu contains information specific to the guest stay. zThe accounting menu tracks all debits and credits. Figure 8-2

3. Guest Registration Menu Guest Accounting Menu The Guest Account – Two Parts of the Same Whole Figure 8-3

4. Guest Registration Menu Figure 8-4

5. Guest Accounting Menu Display Guest Name: M/M Jones Room Number: 123 Arrival Date: 12/1 Payment Billing Method : CA/SRT Departure Date: 12/3 Reservation Status: I Line #DateRoom/AcctReferenceCredit Debit Empl. 112/1123Room Rate 100.00 AI 212/1123Room Tax 6.00 AI 312/2123Room Serv. 38.50 JB 412/2123Movie 8.00 KM 512/2123Room Rate 100.00 AI 612/2123Room Tax 6.00 AI 712/3132Gift Shop 12.95 JB 812/3132Gift Shop (132) 12.95 (TR) JB 912/3123Bar 10.00SD 1012/3123Bar 10.00 (CO)SD 1112/3123Check Out 258.50 Balance Due:0 Figure 8-5

6. Check-in Illustration zThe actual check-in of a guest is a very good way to illustrate the guest registration menu within PMS. zThe following slides illustrate the registration of a walk-in guest, that is, a guest without a reservation. zWhat factors might a front office manager take into consideration when setting that days walk-in rate? Figure 8-6

7. Step 1 is to identify the arrival and departure information, and if need be, verify with management the availability of sleeping rooms. Figure 8-7

8. Step 2 is to identify the room type the guest prefers. Agents should do their best to match the guests room preferences with what is available. Figure 8-8

9. Step 3 is to use the PMS system to determine what available rooms in the hotel inventory match the guests room preferences. Figure 8-9

10. Step 4 is to assign a specific room number based on what PMS indicated was available. Figure 8-10

11. Step 5 is to determine the tax status of the guest. If the guest works for agencies of the government, or certain not-for-profit organizations, he or she may be tax exempt. Figure 8-11

12. Step 6 is needed to determine method of payment. Figure 8-12

13. Step 7 In this step, the front desk agent is able to make notes relevant to the guest for other employees. Because this guest is paying by check, a good practice is to note the check number in the registration menu. Also, another note was made indicating that this disabled guest may need assistance later. Figure 8-13

14. Step 8 is to gather personal identification information, such as name, address, phone, and company name, if applicable. A drivers license or some other proper form of identification should be shown. Figure 8-14

15. Step 9 is to verify the market code. The market code is needed to serve as a check and balance to the sleeping room rate assigned. The market code should match the rate. This is needed to uncover any possible fraud by front desk employees (e.g., reducing a rate for a friend). Figure 8-15

16. Step 10 is the final step. The rate is typically assigned at the time a market code is issued. However, since this was a walk-in, and the walk- in rate changes, this rate was assigned last. Figure 8-16

17. Registration Card zA registration card summarizes much of the information contained in the guest registration menu of PMS. zThe information on the card is used to verify the accuracy of information in PMS, such as: yArrival/departure information ySpelling of the guests name yAssigned rate Figure 8-17

18. The Registration Card Nice Hotel and Towers 123 Nice Avenue, Anywhere, USA Guest Name __________________________ Company Name _______________________ Address _____________________________ Telephone ______________ Arrival Date______Departure Date_______Payment________ Room Preference________ Rate___________ Signature___________________ (By signing above, I hereby confirm all details contained herein are correct and agree to abide by hotel policies) Card # 001 Check-in Time is 3PM (15:00) Check Out Time is 12:00 Room Number_________ Figure 8-18

19. PMS Hierarchy zThe organization of the menus within PMS and their inter-relationship is called a PMS hierarchy. zThe primary menu is the front office menu. Subsequent menus are: Reservations Menus Registration Menu Night Audit Menu Housekeeping Menu Uniform Services Menu Figure 8-19

20. Figure 8-20

21. PMS–Internet Exercise This exercise exposes you to a different PMS system. zStep 1: Go to the web site www.execu-tech.comwww.execu-tech.com zStep 2: Download the Hotel Demo zStep 3: Download 30-Day Evaluation zStep 4: Fill Out Basic Information zStep 5: Complete Download zStep 6: Begin Exploring the Program zStep 7: Navigate the Main Menu zStep 8: Create Your Own Reservation Figure 8-21

22. Property Management Systems Web Sites Hospitality Technology Solutions http://www.innhanse.com TPE Research http://www.tperesearch.com Multi-Systems Inc. http://www.msisolutions.com InnSystems http://www.innsystems.net/index.html Resort Systems Inc. http://www.resortsystemsinc.com/index.html TCS Systems http://www.guesttracker.com Hotel Data Systems http://www.hoteldata.com Micros http://www.micros.com/ Aremissoft http://www.aremissoft.com Metropolis Technologies http://www.metropolis-tech.com Ramesys Hospitality http://www.us.ramesys.com Figure 8-22